HSPnet - What's New

HSPnet User Group Meeting
Summary Notes

Date: May 26th, 2005
Time: 10 AM - 3 PM

Thank you to all those who attended!

1. Welcome and Introductions - see list of attendees below

2. Partnership Update - Theresa reported that there is now formal interest in all western provinces plus Nova Scotia. Formal partnership proposals have been sent to each province, and Alberta has indicated its willingness to proceed. HSPnet was launched on March 7th for use among four nursing schools and Capital Health in Edmonton, and implementation planning for southern Alberta (7 PSE's and 3 HA's) was initiated May 1st. Implementation in several disciplines across southern Alberta is planned to start in October 2005.

3. Privacy & Security Policies

There needs to be a mechanism to ensure that all HSPnet users agree to abide by the privacy and security policies. This will likely include a requirement within BCAHC membership documentation that agencies abide by the policies, in addition to a new screen that requires users to agree each year during the password expiry/renewal process.
It was noted that subscriber agencies currently sign a Subscription Application that requires their agreement.
Theresa reiterated that it is against HSPnet policy to provide student names to anyone for anything other than student placements, such as when HR departments ask for student names to match with new hires. Carol Wilson suggested that we develop specific examples in Q&A format to support HSPnet users when responding to HR questions. She also noted that HR Departments should resolve this issue by collecting information from new hires during recruitment, such as:
- Has the new employee been placed as a student in BC, and in the recruiting HA
- How would the employee rate their placement experience in the recruiting HA, and did that experience influence their decision to apply for work.
It was suggested that the Privacy and Security section of the website be moved to the primary navigation rather than being included under resources.

4. Recent Enhancements

Theresa provided an overview and demonstration of some of the key enhancements that have recently been released. Additional suggestions were made:

The current limitation of including only business contact information is not effective for preceptors, many of whom prefer that students contact them at home. There is a need for clear business rules around collection and disclosure of home contact numbers, and it may be difficult to resolve this until preceptors have access to HSPnet (at which time they can enter their home phone numbers and indicate their consent for its release).
Proposed DC Welcome Redesign - Theresa to send out a "mockup" of the proposed DC Welcome screen to be released this summer.
New Staff/User Profile:
- Schedule - add choices for %FTE, D/E, E only, other
- Training date should be an optional field
- Question - should the Staff Profile be available for Supervisors only, or for other roles?

5. Quick Entry Screen (QES) - Suggestions

Add dropdown fields for contacts in non-HSPnet agencies if available
After "Submit Without Clearing", a change to Destination causes all other fields to be blanked - please change to allow ASSD change without clearing other fields
Susanne to add a Glossary icon to allow lookup of Services on the HSPnet website where the QES form is published.
Susanne to change the QES PDF on the website to include the QES form, the Student consent form, Intended Purposes handout, and a Services glossary page.

6. Miscellaneous items

Create an activity report of Preceptor activity for a specified time period
Change GoTo buttons from View Lists on the Welcome screen to display the full
Destination inbox (rather than only the selected PR), therefore removing a step.
Revise the current business rule to ensure that a PA cannot Permanently Delete a PR once it has been redirected.
Default the Current View filter to exclude cancelled placements.
Sent automatic email to DC users (if Occasional User status is enabled) when a placement has been cancelled. Subject line to read "HSPnet Placement Request CANCELLED"
There was discussion about integrating email within HSPnet to include emails sent from all screens within HSPnet.
Janeen Kidd suggested adding a Message field to the Details screen and allowing maintenance of a message dialogue.
Concerns were raised regarding interpretation of the course hours, in particular for Groups, in reports generated from HSPnet. Theresa to develop additional instructions/explanations to be added to all HSPnet reports.
Activity Reports Tool - a wizard format is proposed to ensure that users can define and build a report "step-by-step" and have a clear understanding of the data they produce.
Details - add field for a second instructor
Switch Users - new feature allows one user to manage multiple user ID's with different access rights or roles. Theresa to develop a New Features Alert explaining this function.
Carol Wilson suggested that Affiliation Agreements be raised in priority for tracking in HSPnet. The requirements for this feature were defined some time ago but put on hold pending an initiative to simplify the process, thereby requiring a much simpler tool. Theresa to check with the Health Authorities Working Group of their status.
Change Staff/Users screen to hide DC and Supervisor contact information to users outside of the employer agency. This contact information will now be released only as part of an active placement (and visible in Details) and this information will then be hidden in Details when the placement end date is more than 30 days past.
Allow the Preceptor's name to be visible in the IWS-Assignment screen, to support the assignment of students to accepted placements.

ATTENDEES:

Joanne Maclaren - VIHA
Fe Forteza - Sprott-Shaw
Caesar Forteza - Sprott-Shaw
Jeannette Shim - Douglas College
Leah Ponting - Douglas College
Barb Collingwood - Nursing Interschool
Allison Parsons - Fraser Health North
Marilyn Archer - Stenberg College
Jaime Woo - BC Children's & Women's Hospital
Jim Hunter - BCIT
Dori van Stolk - BC Children's & Women's Hospital
Cheryl Balanko - Surrey Memorial Hospital
Lida Lore - Kwantlen University College
Lynne Ferriday - Lion's Gate Hospital
Judy Lee - Kwantlen University College
Carol Wilson - VCHA
Kim Picard - Peace Arch Hospital
Fabiola Varona - Richmond Hospital
Forrest Taylor - Fraser Health
Jody Makela - Providence Health
Kathy Finch - Riverview Hospital
Vivian Leik - Camosun College
Deb Filleul - Langara College
Sharon Leng - Trinity Western University
Janeen Kidd - University of Victoria
Panna Majithia - Vancouver Community College
Selma Whiteside - BCIT